User manual

Chapter 2 | Using databases 30
Working with records in Table View
When you view records in a table, FileMaker Pro displays data in rows and columns. Each row
displays a record, and each column displays a field.
Note You can set field options such as validation or indexing when you define a field, or at a later
time. See
“Setting options for fields” on page 67.
For more information about working with data in Table View, see Help
Display a different
background color for
alternating records
Right-click the left or right margin of a record, then choose a color from the Alternate
Color shortcut menu.
Restore the default display
settings
Right-click a column heading and choose Table View > Reset from the shortcut menu.
Note Resetting Table View doesn’t delete the fields and records.
To Do this in Browse mode
Add a new record Click + in the left margin at the bottom of the table. A new row is added to
the end of the table if the records have not been sorted or if Keep records
in sorted order is cleared in the Sort Records dialog box.
Enter data in fields Click in the field, and enter data in the field. See “Entering and changing
data in fields” on page 28.
Note FileMaker Pro saves changes to your data as you work. To see how
your data looks in other views, click Form View or List View in
the layout bar.
Duplicate a record Right-click the left or right margin of the record that you want to duplicate,
then choose Duplicate Record from the shortcut menu.
Delete a record Right-click the left or right margin of the record that you want to delete, then
choose Delete Record from the shortcut menu.
Copy the data in a record Right-click the left or right margin of the record that you want to copy, then
choose Copy Record from the shortcut menu. You can paste the copied,
tab-separated data into a field or into Microsoft Excel.
Sort records by one or more fields Select a column heading and optionally Shift-click additional headings.
Right-click one of the selected column headings and choose Sort
Ascending or Sort Descending. A sort icon appears on the column
headings indicating the sort setting (ascending or descending). If you
selected multiple columns, the order in which columns were selected
determines the sort order.
You can also choose Sort By Value List and then select a value list from
the submenu.
For more information, see “Sorting records” on page 43.
Create a dynamic report For information, see Help. For example, you can create a quick report to
group your data by a field, display subtotals for a field, or create subtotals
for each group of data.
Create a quick chart For information, see Help. For example, you can quickly create a chart from
Table View based on the data in the current field.
Save data as a Microsoft Excel file or
Adobe PDF file, or save the current
found set of records as a snapshot link
Right-click the left or right margin, then choose an option from the
Save/Send Records As shortcut menu.
Send email messages based on
record data
Right-click the left or right margin of the record, then choose Send Mail
from the shortcut menu.
To Do this